Japan-wide Chartered Bus Services 2.0

Other / Unclassified

This document is a memorandum from the Department of the Air Force, 374th Airlift Wing, to prospective proposers. It outlines policies and procedures for doing business with the U.S. Government.

This document informs potential bidders about key principles governing U.S. Government procurement, including:

• Fair Competition: Purchases are made through solicitations to ensure full and free competition. Collusion between vendors is a direct violation of policy.
• Rejection of Proposals: Proposals from firms that restrict competition will be rejected, and such firms may be prohibited from future solicitations.
• Conduct and Gratuities: U.S. Government personnel must conduct business dealings with integrity. Contracts include a "gratuities" clause, making it illegal to offer or give entertainment, gifts, or other benefits to government personnel to secure a contract or favorable treatment. Bidders are urged to report any irregularities encountered.

This information is crucial for bidders to understand ethical and procedural expectations when engaging with the U.S. Government.

Other / Unclassified

This document is a "Notice to Quoters" for Solicitation No. FA520926Q0021, concerning Japan-wide Chartered Bus Services. It provides supplementary information to the main solicitation.

• Contract Type: The government anticipates awarding a single Indefinite-Delivery Indefinite-Quantity (IDIQ) contract. Bidders must quote all line items.
• Authorization to Perform: Quoters must be licensed and registered to conduct business in Japan, specifically holding a license from the Japan Tourism Agency, Ministry of Land, Infrastructure, Transport, and Tourism (MLIT), Government of Japan, as per PWS paragraph 1.1 and the Exhibit.
• Mobilization and Phase-In: A period for mobilization and phase-in is required before contract performance begins. These costs are not reimbursable under the contract and should be factored into pricing.
• Pre-Quote Conference: A pre-quote conference will be held on May 18, 2026, at 1:00 PM Japan Standard Time (JST) at Yokota Air Base. Attendance requires advance registration with full names, titles, phone numbers, and email addresses by May 13, 2026. The conference will be conducted in Japanese. Attendees need photo identification for base access, and Japanese driver's licenses require an 8-digit password.
• Questions Submission: Questions regarding the solicitation must be submitted via email to Mr. Go Ishikawa by May 21, 2026, 2:30 PM JST. Information from the conference does not alter solicitation terms unless amended in writing.
• NCAGE Code: Foreign entities must obtain a NATO Commercial and Government Entity (NCAGE) Code from the NSPA portal before registering in SAM.gov. This is mandatory for SAM.gov registration.
• SAM.gov Registration: Quoters must be registered in the System for Award Management (SAM.gov). The contractor is responsible for the accuracy of SAM data throughout the contract.
• Submission: Electronic copies of quotations must be submitted via email, referencing SF1449, Addenda to RFO 52.212-1.
• Points of Contact: Primary contacts are Mr. Go Ishikawa (Contract Specialist) and Mr. Takahiro Tsukada (Contracting Officer), with contact details provided for phone, fax, and email.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for providing Japan-wide chartered bus services for the movement of U.S. Government personnel, including service members and authorized personnel carrying weapons and bags.

• The Contractor shall coordinate charter bus services through licensed Japanese bus operations, without owning or directly operating buses.

• Services are to be performed IAW the PWS and applicable Government of Japan (GOJ) laws and trade practices.

• Pricing is based on the nationwide charter bus fare system established by the Ministry of Land, Infrastructure, Transport, and Tourism (MLIT), serving as the official benchmark.

• The Contractor must maintain sufficient nationwide subcontracting capability.

• Passenger safety is paramount; buses must be certified under the Japan Bus Association's safety evaluation system or equivalent.

• Vehicles must comply with all applicable GOJ emission regulations and local ordinances.

• Performance will be evaluated based on customer complaints, with a threshold of not exceeding 3 per month for various objectives including transportation, schedule compliance, bus type/capacity, passenger safety, and schedule changes.

• Services are to be performed all over Japan.

• Specific U.S. installations on Honshu and Okinawa are listed as potential boarding and off-boarding points.

• Common boarding and off-boarding points include U.S. installations, AMC Terminals, JGSDF, JASDF, Commercial Airports, Stations, and Hotels.

• Bus Types: Large-sized (>=45 passengers or >=9 meters) and medium-sized buses are specified. Substitutions may be authorized under certain conditions.

• Ordering: Service requests are placed via Order Forms, with specific advance notification periods based on the number of buses required.

• Fares: Calculated based on distance and hourly rates, including all associated costs.

• Additional Charges: Applicable for alternate drivers, late night/early morning services, specially equipped buses, expedited services, and changes to schedules.

• Cancellation: Fees apply based on the timing of cancellation relative to the service date.

• Expenses: Includes overnight service charges, parking lot charges, toll charges, and other actual costs (pre-approved incidental expenses, substitute bus costs).

• Tax Exemption: Procedures for obtaining exemption from Japanese taxes are detailed.

• Installation Access: Requirements for Gate Passes and Vehicle Passes for accessing U.S. installations are outlined.

• Personnel: Roles and responsibilities of Government personnel (CO, OO, COR, GR) and Contractor personnel (CM) are defined.

• Reporting: Requirements for reporting damages, destruction, injury, or death are specified.

• Liabilities: Government is not liable for damage or injury caused by the Contractor or its agents.

Form / Attachment / Pricing Sheet

This document contains pricing exhibits for the JBUS 2.0 opportunity, detailing estimated quantities, units, and unit prices for various services across five ordering periods. It serves as a basis for bidders to understand and propose pricing for the services outlined in the associated Performance Work Statement (PWS).

• Ordering Periods: The document is structured into five ordering periods, each spanning 12 months.
• Service Categories: Pricing is broken down into:
  • Distance-Based Fares (per kilometer)
  • Hourly Rates
  • Additional Charges (e.g., Alternate Driver, Late Night/Early Morning, Specially Equipped Buses)
  • Accessorial Services (Expedited Service, Change Fee)
  • Cancellation Fees and Charges (tiered based on proximity to service date)
  • Expenses (Overnight Service, Parking, Tolls, Other Actual Costs)
• Regional Breakdown: Distance-based and hourly rates are specified for various regions within Japan (Hokkaido, Tohoku, Kanto, Hokurikushinetsu, Chubu, Kinki, Chugoku, Shikoku, Kyushu, Okinawa).
• Estimated Quantities and Unit Prices: While estimated quantities are provided, unit prices and total amounts are listed as '0' or 'N/A' in this exhibit, indicating that specific pricing will be determined by the offeror's proposed rates.

Bidders must use these exhibits to formulate their pricing proposals. The estimated quantities and the defined service categories provide a framework for calculating the total cost of services. The formulas for calculating additional fees and cancellation charges are also provided, which bidders must incorporate into their pricing strategy. This document is crucial for understanding the cost structure and potential revenue streams associated with the opportunity.

Solicitation / RFP / RFQ

This solicitation is a combined synopsis/solicitation for Japan-wide chartered bus services (Product Service Code: V222). The government is procuring these services to transport personnel, including soldiers with weapons and bags, as scheduled. The acquisition is an Indefinite Delivery Indefinite Quantity (IDIQ) contract.

• Provision of Japan-wide chartered bus services for personnel transport.

• Contractor must provide all necessary equipment, materials, and labor.

• Contractor must be authorized to perform services in accordance with the PWS and applicable Government of Japan (GOJ) laws.

• Contractor must possess a valid "Type 1 Travel Agency" registration issued by the Japan Tourism Agency, MLIT, GOJ, held directly in the contractor's name.

• Contractor must demonstrate an established nationwide network of bus companies in Japan.

• Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ)

• Period of Performance: Five (5) one-year ordering periods, automatically extended.

• Minimum Contract Value: USD 2,500.00 (or yen equivalent).

• Maximum Contract Value: USD 9,000,000.00 (or yen equivalent).

• Offer Due Date: June 8, 2026, 02:00 PM Local Time.

• Submission Method: Electronic copies via email or DoD SAFE. Price quotation must be in EXCEL format.

• Evaluation Factors: Lowest Price Technically Acceptable (LPTA) basis.

  • Factor 1: Technical Acceptability (Valid Authorization and Established Networks)
  • Factor 2: Price (Total Evaluated Price across all five ordering periods)

• Quoters must hold prices firm for 120 calendar days from the quote receipt date.

• This acquisition is an unrestricted procurement and is not set-aside for small business concerns.

• The solicitation includes Attachments 1 (Performance Work Statement - PWS) and 2 (Pricing Exhibits).

• Payment will be made via Wide Area WorkFlow (WAWF).

• Federal Holidays observed by the base are listed.